Starfish Administration Assistant - Norwich, United Kingdom - Norfolk Community Health and Care NHS Trust

Norfolk Community Health and Care NHS Trust

Verified Company

Norwich, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

We have an exciting job opportunity for a individual to join our Childrens Administration Team as Administration Assistant for the Starfish LD CAMHS Team.

The job is to provide comprehensive and pro-active secretarial and administrative support to the team and to ensurethat all administrative processes and tasks are undertaken efficiently, effectively and to a high standard, contributing to the smooth running of these Services and overall effectiveness.

This role requires excellent administrative, verbal, and written communication skills together with attention to detail and the ability to work both autonomously and as part of a team.

The main duties of the role are to:

employ effective waiting list management for appointment booking.
This will include booking of appointments from waiting lists, resolving appointment conflicts, issuing appointment letters/texts, using cloud booking to ensure there is room availability.
You may also be required to book interpreters to support these appointments and arrange translation of documents.
Using a range of software programmes including SystmOne and Olympus Transcription Software to produce, maintain and distribute documents, including adhoc and routine reports, which may include medical terminology and deal with matters of a complex and/or distressing nature.
To independently manage, undertake and prioritise a variety of administrative and clerical duties and undertake other general office duties which follow standard processes with the occasional need to deviate.
To handle telephone calls into the service from members of the public and health professionals confidently and appropriately, regularly providing and receiving complex and sensitive information, taking accurate messages and ensuring these are passed on to the relevant person in a timely manner.

Please see job description for a more comprehensive list of duties

Good benefits package including a minimum 27 days annual leave, plus Bank Holidays which increases after 5 years and 10 years to a maximum of 3
Opportunity to join the NHS pension scheme
Flexible working options
Wellbeing support (gyms, free eyesight test, cycle to work scheme, Wellbeing resources)
Supportive, positive culture, with regular supervisions
NHS discounts

To employ effective waiting list management for appointment booking.

This will include booking of appointments from waiting lists, resolving appointment conflicts, issuing appointment letters/texts, using cloud booking to ensure there is room availability.

You may also be required to book interpreters to support these appointments and arrange translation of documents.

Using a range of software programmes including SystmOne and Olympus Transcription Software to produce, maintain and distribute documents, including adhoc and routine reports, which may include medical terminology and deal with matters of a complex and/or distressing nature.

To independently manage, undertake and prioritise a variety of administrative and clerical duties and undertake other general office duties which follow standard processes with the occasional need to deviate

These include:

Opening, datestamping, sorting and distributing incoming mail, relating it to previous correspondence as appropriate and ensuring that outgoing post is sent in a timely manner
Researching appropriate websites, downloading and circulating documents, as requested.
To anticipate and assess problems or issues, showing initiative and exercising independent judgement in resolving or actioning them.

To handle telephone calls into the service from members of the public and health professionals confidently and appropriately, regularly providing and receiving complex and sensitive information, taking accurate messages and ensuring these are passed on to the relevant person in a timely manner.

To provide and receive contentious or sensitive information about difficult or complex matters and to respect confidentiality at all times.

To exercise tact and diplomacy when communicating information to patients which may be distressing to the receiver or where there may be barriers to understanding.

To build effective working relationships with the Starfish LD CAMHS Team and wider teams.

To support the Clinical Coordinator Starfish and/or the Admin Team Lead to create and design administrative processes and regularly review to ensure they meet the needs of the organisation and the patient.

To be committed to working within a changing environment, responding positively to new demands and changes.

To be an active team member recognising potential problems, escalating these and any constructive ideas for improvement on to Clinical Coordinator Starfish and/or the Admin Team Lead.

To provide training and support to colleagues including new starters, temporary staff and apprentices when required as directed by the Clinical Coordinator Starfish and/or the Admin Team Lead.

To be responsible for the efficient use o